Event Logistics Coordinator

2 weeks ago

Indianapolis, IN, United States SignalWire Full time

SignalWire is seeking an organized and proactive Event Logistics Coordinator to partner with our Events Manager in planning, coordinating, and executing a variety of events. This role encompasses our flagship annual technology conference, ClueCon, along with other external and internal conferences, events, and in-person meetings. This is a part-time position with hours that fluctuate throughout the year, requiring increased flexibility leading up to major events like ClueCon every August.

Although this position is remote, occasional travel is required.

Key Responsibilities:

  • Answer and manage incoming event calls and respond promptly to emails and chat communications
  • Engage with the community on social media and Discord, sharing relevant updates and information
  • Support preparation and coordination of graphics and printed materials as needed
  • Collaborate with Marketing to ensure all event needs are clearly identified and met
  • Participate in planning meetings with management
  • Maintain and update Asana tasks, boards, and projects
  • Manage documentation for all event logistics
  • Conduct research on conventions and venues
  • Assist in booking travel for staff as needed
  • Coordinate shipping of items to conference venues or locations
  • Help manage swag inventory and allocation
  • Provide support in Salesforce, Brex, and Hubspot as required
  • Maintain event timelines and collaborate with multiple departments to meet deadlines
  • Keep master event documentation up to date
  • Work cross-functionally to ensure event success
ClueCon Conference Support:
  • Lead attendee acquisition and coordination, including cold calling
  • Manage content and updates for the ClueCon website
  • Help with inventory management at our ClueCon office (as needed)
  • Oversee registration for ClueCon
  • Serve as primary contact for speakers and secured sponsors
  • Support sponsorship activities as needed
  • Build and maintain strong relationships with sponsors, speakers, and the community
  • Collaborate with Marketing on post-event content
Required Skills:
  • Experience with event logistics, including venue research, travel booking, and shipping coordination
  • Experience with customer service via phone, email, and chat
  • Strong communication skills, both written and verbal, for engaging with attendees, sponsors, and internal stakeholders
  • Comfortable using various CRM and project management software (such as Salesforce, Brex, Hubspot, Asana)
  • Ability to stay flexible and calm under pressure with changing priorities
  • Proven self-starter who can efficiently manage time and workload in a remote environment
  • Strong collaboration skills to work cross-functionally with multiple departments
  • Ability to manage and update documentation, timelines, and task boards
  • Willingness and ability to travel as needed
  • Experience managing inventories, swag, and printed materials
Preferred Skills:
  • Project management experience
  • Experience posting and engaging on social media platforms and Discord
  • Basic graphic design and video editing skills
  • Experience with website management
  • Cold calling and attendee acquisition experience
  • Prior experience working in conference or event coordination roles

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